1. Financial Reporting Instructions Mar Capeans CERN SLHC-PP Annual Meeting - Governing Board Meeting 2 - CERN, February 25 th, 2009

2. Reporting Deadlines Period 1: April 1 st 08 – March 31 st 09 Deadline for Submission of Periodic Report: + 60days

3. Form C WP1 WP2 WP3 WP4 WP2 WP3 WP4 WP5 WP6 WP7 WP8 WP6 WP7 WP8 Personnel Other Direct Indirect EC Contrib. Personnel Other Direct Indirect EC Contrib.

4. SLHC-PP Internal Cost Claim: ICC Excel Template that prepares data for Form C Input: DIRECT COSTS (personnel, travel, materials) Output: INDIRECT COSTS TOTAL ELIGIBLE COSTS REQUESTED EC CONTRIBUTION

5. Demo: ICC > Form C PPT >>> https://pptevm.cern.ch/slhcpp/ui/main.do

6. Demo: ICC > Form C Click to Download your Excel File (.xls)

7. Demo: ICC > Form C Fill Empty White Cells for your WPs Calculations are automatic Before March 25th

8. Definition of PM, Cost of PM http://www.finance-helpdesk.org Their Cost per Hour will be total employer’s cost divided by productive hours multiplied by EU time (we suggest that the annual figures give the most accurate and fair calculation) PM = Reported Productive hours / average man hours per month

9. Cost of PM PMCost (€) CAPEANS Mar0.888066.7 EVANS Lyn0.433941.7 KNOORS Nathalie0.755000.0 LINSSEN Lucie0.978891.7 MONTAGNIER Catherine0.06400.0 NOELS Cecile0.322933.3 ROPKA Michal1.7516041.7 ROSS Kate0.563733.3 SCHMELING Sascha0.32750.0 TOTAL COST (PM in WP1) 6.0251758.3 Effort Report (PM) provided by CERN to each beneficiary Cost Member 1 = PM x Yearly Cost of member 1 12 Total Cost of Personnel in WP1 for FORM C............ Partner’s job: convert PM to Euro Random values in this example

10. Exchange Rates Costs shall be reported in Euro Exchange rates as published on European Central Bank website. http://www.ecb.int/stats/exchange/eurofxref/html/index.en.html Apply either: – The rate of the first day of the month which follows the end of the period (i.e. April 1 st 2009) – The rate on the date that the actual costs were incurred

11. Demo: ICC > Form C Before March 25th Ex: Desy >>> 1.95 PM in WP4 and 3 PM in WP7

12. Upload ICC in PPT Before March 25th

13. Information Flow (For each Partner) CERN Provide Nb of PM/member < 8/04 Partner Convert PM into Euro Collect material & travel expenses Download your ICC from PPT Convert PM into Euro Collect material & travel expenses Download your ICC from PPT < 22/04 Partner Upload completed ICC in PPT < 25/04 CERN ICC Checks Feedback to partners ICC Checks Feedback to partners < 30/04 Partner Form C with signatures sent to CERN < 9/05 CERN Consolidated Form C 15/05

14. Template for Explanation of Use of Resources (Section 6 of the Annual Report) Example: DESY WPs: 4 & 7 IDENTIFY and JUSTIFY major cost items (personnel, travels, consumables) per WP

15. Help https://cern.ch/info%2DSLHC%2DPP/Internal/MT.htm mar.capeans@cern.ch mar.capeans@cern.ch

16. Acknowledgments Project Office Team: Nathalie Knoors Kate Ross Catherine Montagner IT-AIS team: M.Ropka